Resources & Shared Capacity
To take several bookings in one time slot, first work out what limits capacity: how many staff members are working, how many one staff member can handle at once, or how many spaces or pieces of equipment you have.
In this guide
- Vary bookings by time slot: assign several staff members to the service and use their working hours to decide which slots take more
- Set "Bookings each staff member takes at once" on the service for group classes, small classes, or a shop serving several groups at once
- Create a resource and assign it to the service for private buyouts, study rooms, and shared spaces
- Use "Bookings each staff member takes at once" and resources on their own or together
Who can do this
Only the Owner and Admins can manage services and resources. Members don't see "Services" in the sidebar.
Decide which one you need
- Vary the number of bookings by time slot: Stagger the working hours of several staff members. See Several staff members covering different hours.
- One staff member takes several people or bookings at once (group classes, small classes, shops): Set "Bookings each staff member takes at once". See One staff member, several bookings at once.
- Spaces or equipment are limited in number (private rooms, classrooms, seats, gear): Create a resource and assign it to the service. See Set up a resource.
Common scenarios:
| Scenario | How to set it up |
|---|---|
| One extra booking in some time slots, for example 2 bookings at weekday lunchtime and 1 at other times (one-on-one services) | Check both staff members under Staff. Set Working hours for one of them to weekdays 11:00–15:00 only. See Several staff members covering different hours |
| Group class or workshop led by a teacher | Set Staff needed to Staff member, and set Bookings each staff member takes at once to the class limit (for example, 10 people). If the number of classrooms is also limited, assign a resource as well |
| One shop account taking several bookings in the same slot | Same as above, with Bookings each staff member takes at once set to a number of bookings (for example, 3 bookings) |
| Private buyout or venue rental | Set Staff needed to No staff needed and assign a resource counted "Per booking" with a capacity of 1. Only one booking can take each time slot |
| Study room or shared space | Select No staff needed and assign a resource counted "Per person". The capacity is the number of seats |
| Several services sharing the same capacity (for example, full-price and student tickets for the same performance hall) | Assign the same resource to each service |
If each time slot only serves one group of customers, keep "Bookings each staff member takes at once" at "1 booking" and leave the resource set to "No resource".
Several staff members covering different hours
When each staff member takes one booking at a time, the number of bookings a slot can take is the number of staff members who are assigned to the service and working during that slot.
| Time slot (within business hours) | Staff member A (all day) | Staff member B (weekdays 11:00–15:00) | Maximum bookings |
|---|---|---|---|
| Weekdays before 11:00 | Yes | No | 1 booking |
| Weekdays 11:00–15:00 | Yes | Yes | 2 bookings |
| Weekdays after 15:00 | Yes | No | 1 booking |
| Saturday and Sunday | Yes | No | 1 booking |
To set it up:
- Go to Settings → Working hours. Switch staff member B to Custom and keep only weekdays 11:00–15:00. See Staff Schedules & Hours.
- On the service, check staff members A and B under Staff, and keep Bookings each staff member takes at once at "1 booking".
- To let customers book without choosing a staff member, turn off Let customers choose a staff member in Booking settings. Dolyu then assigns a staff member who's free in that slot. See Booking Rules & Policies.
To take extra bookings in more time slots, adjust staff members' working hours. To take more bookings at the same time, add staff members with Invite member and check them under Staff.
One staff member, several bookings at once (group classes)
Select Staff member and check the staff who can teach
In the "Staff & resource" section of the service form, set Staff needed 1 to Staff member. Under Staff 2, check the staff who can teach this class.
Set Bookings each staff member takes at once and a unit
In "Bookings each staff member takes at once" 3, enter a limit and select a unit:
- people: Adds up the headcount of each appointment, which suits group classes. An appointment for 3 people takes 3 spots. If "Customers choose a headcount" is off, each appointment counts as 1 person.
- bookings: Each appointment counts as one, no matter how many people it includes. This suits shops and small classes.
Rules:
- Only the same class shares capacity. Appointments with the same service, same staff member, and same start and end times are grouped into one class. If the same staff member starts another class at a different but overlapping time (for example, one at 10:00 and another at 10:30), it conflicts. So does a different service in the same slot.
- You can change "Bookings each staff member takes at once" after the service has appointments. Appointments that haven't started yet follow the new setting. For example, if you change it from 1 booking to 3 bookings, a slot that already has one appointment can take 2 more. If you change it back to 1 booking, classes that already have several sign-ups go ahead as planned but don't accept new sign-ups.
You can use this together with a resource. For example, 3 teachers share 2 classrooms. Set "Bookings each staff member takes at once" to 10 people on the service, then assign a "Classroom" resource counted "Per booking" with a capacity of 2. Each class takes only one classroom, no matter how many students join. If a third teacher tries to run a class in the same slot, it can't be booked because both classrooms are taken.
Set up a resource
Select a resource in the Resource field, or create one
In Resource 4, select an existing resource, or create one right in the dropdown. You can enter the name, capacity, and "Capacity counted by" setting without leaving the form.
Manage all resources from More → Resources in the service list
At the top right of the service list, click More, then select Resources.
Create or edit a resource: set the name, capacity, and Capacity counted by
Click New Resource 1 to add a resource. Each resource lists 2 the services currently using it.
When several services use the same resource, they share one capacity limit. The services don't need the same duration. Each service can have only one resource, and each appointment can use only one resource.
Warning
Don't split one physical space into two resources sold separately (for example, "Private room – shared table" and "Private room – full buyout"). Each resource counts its capacity independently, so the same room can be booked twice. Each space can use only one counting method.
Manage resources
- A resource that no service uses is marked "Unused". Resource names must be unique.
- You can't delete a resource that a service still uses or that still has future appointments. First switch those services to another resource or to "No resource", then wait until the existing appointments are over (or reschedule or cancel them first).
Capacity counted by: Per booking or Per person
| Method | Description |
|---|---|
| Per booking | Each appointment takes one spot, no matter how many people it includes. This suits music rooms, private rooms, and other resources where one group uses the whole space. A capacity of 1 works as a private buyout. With 2 or more, the capacity is the maximum number of groups in the same slot |
| Per person | Each customer takes one spot. This suits study-room seats and event tickets. For example, a performance hall with a capacity of 10 is full once 10 customers each book 1 spot |
A resource's occupied time includes the buffer after the service. For example, if a 10:00–11:00 service has a 15-minute buffer, the resource isn't released until 11:15. You can't change "Capacity counted by" while the resource has future appointments. Wait until those appointments are over, or reschedule or cancel them first.
Warning
Assigning a resource doesn't let one staff member take several bookings at once. To do that, set "Bookings each staff member takes at once". A resource only adds another limit. For example, with 3 staff members and 2 rooms, you can take at most 2 bookings at a time.
You can't give a resource its own hours (for example, "this classroom is only open 10:00–18:00"). Available time slots depend on staff members' working hours. Services with no staff needed follow your business hours.
If you lower the capacity and an upcoming session already has more spots taken than the new number, Dolyu shows a warning, but you can still save. Existing appointments aren't affected. Only new bookings are held to the new limit.
Resource-only services: no staff assigned
When Staff needed is set to No staff needed, customers don't choose a staff member. They only choose a time slot (and a headcount, if "Customers choose a headcount" is on). These services must have a resource, and their available time slots follow your business hours. This suits space rentals, study rooms, and rehearsal rooms.
Warning
Resource-only services don't take up any staff member's time. For teacher-led group classes, use "Staff member" with "Bookings each staff member takes at once" (see One staff member, several bookings at once). Otherwise, the teacher's class time stays open for other bookings.
Resource-only appointments have no staff member, so they aren't counted in the "Staff performance" report. Team notifications for these appointments (new, confirmed, canceled, rescheduled, and so on) go to the Owner and Admins instead.
What customers see
- For capacity counted per person, the remaining and total spots appear under the time slot (for example, 8/10). For capacity counted per booking, no number appears while the slot is bookable.
- Slots with no capacity left show "Full". When someone cancels or reschedules, the slot becomes bookable again automatically.
- If a customer changes the headcount, slots that can't fit the new number become unavailable.
- If a booking includes several services, they run one after another, not at the same time. If the customer picks services that use two different resources, Dolyu asks them to book separately.
- LINE conversational booking doesn't support choosing a headcount or services with no staff needed. When a customer picks one of these services, they get a link to the full booking page.
Dashboard calendar
Switch between the Day, Week, Month, and Schedule views 1. Services with a capacity limit show 2 the current headcount against the limit (for example, "1/2").
- In the Day and Week views, appointments in the same group class (same service, same staff member, same start and end times) merge into one block. So do appointments on the same resource with the same start time. The Month and Schedule views still list each appointment separately.
- Click a merged block to open the session panel with the headcount, the limit, and the list of customers. Click a customer to open that appointment.
- After the session starts, you can take attendance: Confirmed appointments are set to Arrived by default. Tap No-show for anyone who didn't come, then submit and confirm. Arrived marks the appointment as Completed and No-show marks it as a no-show. Pending appointments can be confirmed right in the list.
- Click Add booking to add another appointment to the same session.
- If the total headcount exceeds the limit (for example, after you lower the capacity), the block shows a warning style.
- Resource-only appointments have no staff member, so the calendar places them in the "No staff required" column.
- In the Appointments list, the Resource column shows the resource each appointment uses. It is shown by default once you have created a resource, and you can turn it off from Column manager.
Common questions
Should a group class use "Bookings each staff member takes at once" or a resource?
If the limit comes from how many students one teacher can take, use "Bookings each staff member takes at once". If it comes from how many classrooms or seats you have, use a resource. If both apply, set both.
Can customers see resource names?
No. Resource names only appear in the dashboard. Customers only see a slot's remaining spots or "Full".
Are "Customers choose a headcount" and capacity the same thing?
No, but you can use them together. "Customers choose a headcount" lets customers choose how many people are in one booking, and the total is calculated automatically. Capacity limits how many bookings or people a time slot can hold. When capacity is counted per person, a booking for 3 people takes 3 spots.
Can a customer book a full-price ticket and a student ticket in one booking?
Services in one booking run one after another, not at the same time, so one booking doesn't work for different ticket types at the same show. Use one service with "Customers choose a headcount" instead, or have customers book each ticket type separately.
Troubleshooting
| Issue | Cause and fix |
|---|---|
| "A resource is required for a service with no staff" appears when you submit | "Staff needed" is set to "No staff needed", but no resource is assigned. Select one in Resource |
| A second, overlapping class with the same teacher can't be booked | Only classes with the same start and end times share capacity, so another class at an overlapping time conflicts. Use the same start time, or have another teacher run it |
| You can't delete a resource | "This resource is still used by N services": switch those services to another resource or to "No resource". "This resource still has upcoming bookings and cannot be deleted": wait until the appointments are over, or reschedule or cancel them first |
| A merged calendar block shows a warning style | That session's total headcount exceeds the limit, usually because the capacity was lowered. Existing appointments aren't affected |
| "This resource still has upcoming bookings; the capacity unit cannot be changed" appears when you save | Wait until the appointments are over, or reschedule or cancel them first, then change it |